BYLAWS of the ASHTON HEIGHTS CIVIC ASSOCIATION
ARTICLE I – Name
The name of this organization shall be the Ashton Heights Civic Association.
ARTICLE II – Objective
The objective of the Ashton Heights Civic Association shall be to promote the welfare and community interaction of Ashton Heights and Arlington, Virginia. The Association shall not engage in any partisan political activity or endorse or oppose any candidate for elected office.
ARTICLE III – Members
Section 1. Membership shall be open to any person who resides in or owns residential real property in the area of Ashton Heights as defined in Section 2, who is at least 18 years old.
Section 2. For the purpose of this organization, the boundaries of the Ashton Heights Civic Association shall be: on the west, North Glebe Road, on the south, Arlington Boulevard; on the east, North Irving Street; on the north, 10th Street North to Wilson Boulevard, and Wilson Boulevard to North Glebe Road.
Section 3. Dues shall be payable annually.
Section 4. Annual dues shall be the same as those for the previous year unless by a vote of 2/3 of the members present and voting at the annual meeting in May it is voted to change them. Notice of intention to propose changing the amount of dues must be given at the April meeting and published in the call to the annual meeting.
Section 5. In order to vote at any regular or special meeting, a member shall be current in payment of dues. No absentee ballots or absentee votes shall be permitted. The Treasurer’s records shall be the final authority in questions of eligibility to vote.
ARTICLE IV – Officers
Section 1. The officers of the Association shall be a President, a First Vice President, a Second Vice President, a Secretary, a Treasurer, and four Members-at-Large. These officers shall perform the duties prescribed by these Bylaws and those normally associated with their offices.
Section 2. At the regular meeting held in February or March, a Nominating Committee of five voting members shall be elected by the Association. The five candidates receiving the highest number of votes shall be the committee members, provided that none are currently officers of the Association. It shall be the duty of this committee, after electing its own chairperson, to nominate candidates for the offices to be filled at the annual meeting in May. The Nominating Committee shall report at the regular meeting in March or April. Additional nominations from the floor shall be permitted at the March and April meetings. A11 nominees shall have agreed to their nomination and shall be listed in the official notice of the annual meeting. No nominations from the floor will be allowed at the May meeting.
Section 3. Only those who are members in good standing shall be eligible for office.
Section 4. The officers shall be elected to serve for one year or until their successors are elected, and their term of office shall begin at the close of the annual meeting at which they are elected.
Section 5. When there is more than one candidate for the office of President, First or Second Vice President, Secretary or Treasurer, voting for that office shall be by written secret ballot. A majority of those present and voting shall elect. If no candidate among three or more receives a majority of the votes cast on the first ballot, a second ballot shal1 be taken on the two having the highest number of votes on the first ballot. When there are more than four candidates for the offices of Member-at-Large, voting for such offices shall be by written secret ballot. The four candidates for Member-at-Large who receive the largest number of votes shall be elected.
Section 6. No member shall hold more than one elected office at a time.
Section 7. Any officer may be removed from office in accordance with Robert’s Rules of Order. Newly Revised, provided that notice of intention to do so is made at the previous meeting. Failure of an officer to attend three consecutive meetings without a valid excuse may constitute reason for removal from office.
Section 8. If through resignation or otherwise, a vacancy occurs in any elective office other than President, or First Vice President, the Executive Committee shall nominate a successor. The Association in a special election shall fill the office by majority vote of those present and voting. Nominations from the floor shall be accepted.
ARTICLE V – Duties of Officers
Section 1. The President shall have authority to appoint committee chairpersons and members. The President shall have the authority to appoint a Parliamentarian, a Sergeant-at-Arms, and a Historian. On any matter on which the Association has arrived at a position, the President has the authority to speak or testify for the Association at any public gathering, and may appoint someone to perform this function for him/her.
Section 2. The First Vice President shall have the responsibility for overall planning of programs at the monthly meetings, subject to the approval of the Executive Committee.
Section 3. The Second Vice President shall serve as Membership Chairperson. It shall be his/her duty to:
1. Keep a current alphabetical file of membership,
2. Encourage new members to join the Association,
3. Notify members whose dues are in arrears, and
4. When requested by the presiding officer, identify at a regular or special meeting those persons present who are eligible to vote.
Section 4. The Secretary shall record the minutes of all meetings of the Association and of the Executive Committee.
Section 5. The Membership Chairperson shall keep a list of current members, showing the dates dues were paid, a copy of which shall be available to any member in good standing. The Membership Chairperson’s records shall be the final authority in questions of eligibility to vote. No funds of the Association shall be disbursed except on majority vote of the Executive Committee or with the approval of a majority of the Association members present-and voting, or as provided in Section 4 of Article VI for expenses incident to holding a special meeting.
Section 6. The Members-at-Large shall function as the Membership Committee under the Second Vice President. At least one shall serve as a delegate to the Civic Federation.
ARTICLE VI – Meetings
Section 1. Unless otherwise planned by the Executive Committee and approved by a majority of the members present and voting, the Association shall hold at least eight monthly meetings per year. The regular schedule for such meetings shall be fixed by a majority vote of the members present and voting.
Section 2. The regular meeting in May of each year shall be known as the annual meeting and shall be for the purpose of electing officers, receiving reports of officers and committees and for any other business that may arise.
Section 3. Special meetings may be called by the President or by the Executive Committee and shall be called upon the written request of 10% of the voting members of the Association, or 20 such members, whichever is less. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least three days notice shall be given. A special meeting requested by the membership as specified above shall be called within 10 days.
Section 4. Any special meeting shall be announced to all members in good standing at least three days in advance thereof, except in cases of emergency. The expenses involved in the announcement are automatically authorized.
Section 5. Fifteen members eligible to vote, or 20% of the members eligible to vote, whichever is smaller, shall constitute a quorum. No absentee ballots or proxy vote shall be permitted.
ARTICLE VII – Executive Committee
Section 1. The elected officers of the Association, including the Members-at-Large shall constitute the Executive Committee.
Section 2. The Executive Committee shall have general supervision of the affairs of the Association between its business meetings, make recommendations to the Association, and perform other duties as are specified in these Bylaws. The Executive Committee shall be subject to the orders of the Association, and none of its acts shall conflict with action taken by the Association, or exceed them.
Section 3. Regular monthly meetings of the Executive Committee shall be held at a time and place decided upon by the Committee. The President shall preside at Executive Committee meetings. Special meetings of the Executive Committee may be called by the President and shall be called upon the written request of four members of the Executive Committee. Notice of all Executive Committee meetings shall be given to all Executive Committee members at least three days in advance thereof.
Section 4. A quorum for the Executive Committee shall be five members.
Section 5. The Executive Committee shall nominate for election by the Association all delegates and alternates to such federations, councils or organizations as the Association decides to join or participate in; provided, however, that nominations for such delegates and alternates may also be made from the floor. Where more than one is to be elected, those receiving the highest number of votes shall be elected.
Section 6. The Executive Committee shall furnish to the membership by the October meeting an estimate of income and expenditures for the period for which the officers have been elected.
ARTICLE VIII – Committees
Section 1. Standing committees shall be membership, hospitality, neighborhood conservation, zoning, and transportation.
Section 2. Such other committees, standing and special, shall be appointed by the President, as the Association or Executive Committee shall from time to time deem necessary to carry on the work of the Association.
Section 3. The President shall be ex-officio a voting member of all committees except the Nominating Committee.
ARTICLE IX – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order. Newly Revised, shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rule of order the Association may adopt.
ARTICLE X – Amendment of Bylaws
These Bylaws can be amended at any regular meeting of the Association by a 2/3 vote of the members present and voting, a quorum being present; provided that the amendment has been submitted in writing and seconded at the previous regular meeting. The text of the proposed amendment shall be included in the printed announcement of the meeting at which it will be voted on.